Adding Purchase Transactions

Entering labor hours and material purchases in Incident allows you to track the cost of a incident. These transactions open up reporting doors to help you see where resources have been allocated.

How to Enter Purchase Transactions

On the incident form, scroll down to the Transactions sections and click on New Purchase Transaction.

Trns Date will automatically populate with today's date. This date can be backdated to reflect the date of the actual purchase.

Identify the Type of purchase transaction from the drop down list. (Materials, Rentals, Contract Services, Material Return, or Discount)

Choose the Supplier from the drop down list/binocular lookup. If the Supplier is not in the list, create a new one by typing the Supplier name in the field. *Note: Once the transaction is saved, the new Supplier will be added to the list.

Enter the Invoice/PO#.

Select the Budget Code associated with this transaction.

Enter a Description of the purchase. (Materials: What was purchased? Rentals: What was rented? Contracted Services: What services were contracted out? Etc.)

Identify the Quantity purchased.

In the Cost Each field, enter the cost per unit and enter any Markups or Discounts. *Note: If the quantity is 1, the Cost Each entered will be the total cost.

Add any additional Sales Tax, Shipping/Freight, or Other Charges.

The Amount will automatically calculate based on the Quantity, Cost Each (Markup/Discount), Sales Tax, Shipping/Freight, and Other Charges.

If the incident has been completed, you can change the status to Complete by checking the Complete Incident box.

Click the Submit button to save.

Editing and Deleting Purchase Transactions

To edit or delete a Purchase Transaction, click on the item description in the Description field from the Transactions section of the incident.

The purchase entry page will load so you can edit the information. Click the Submit button to save the changes.

To delete the transaction, click the Delete button at the bottom of the entry page.